Surgical Administrative Co-ordinator

3 weeks ago

Toronto, Canada SickKids Full time

**About SickKids**:
Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built - nor could it be maintained - without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.

When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of _Healthier Children. A Better World_.

Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

**Position Description**:
As an integral part of the Division of General Surgery and Thoracic Surgery, you will coordinate surgical procedures for surgeon(s). You will also provide administrative support for the surgeon(s) and the division, which will have an impact on multiple functions and departments. You must be able to coordinate and maintain a complex and rapidly evolving calendar and proactively solve issues and make recommendations in an extremely fast paced environment.

**Here’s What You Will Get to Do**:
Surgical Accountabilities:

- Coordinate patient surgical procedures and complex schedules with accuracy and timeliness;
- Confirm all required pre-operative appointments and tests are completed before the surgery date;
- Ensure procedures are booked within acceptable Priority Access windows. This may require rescheduling existing procedures as circumstances dictate;
- Review various hospital surgical booking systems to ensure accuracy;
- Maintain accurate surgical waitlists;
- Assist in the scheduling of patients for pre-anesthesia screening and confirming completion of screening before day of surgery;
- Communicate impending surgical booking changes quickly and efficiently to fully utilize OR time and appropriately coordinate surgical resources;
- Coordinate Operating Room (OR) scheduling around in-patient and Operative Intensive Care Unit (OICU) bed availability;
- Book patient beds post-operatively (both internally and at external sites).

Professional Accountabilities:

- Develop strong relationships and communicate with multiple-level contacts across several portfolios and throughout the Hospital to exchange/ report/ analyze moderately complex information;
- Independently respond and collaborate with other areas to problem-solve/resolve conflicts and roadblocks, and independently or collaboratively propose solutions to ensure patients are treated as prioritized and within acceptable Access windows;
- Maintain exceptional rapport with external contacts such as: patients, families, equipment vendors, other hospital sites, Children’s Aid Society, and Health Canada to respond to time-sensitive issues;
- Respond to patient and family questions and concerns in a timely fashion.

Administrative Accountabilities:

- Maintain surgeon’s calendar; schedule and confirm appointments, anticipate time conflicts, and use judgement to reschedule meetings or appointments according to changes in priority;
- Maintain surgeon’s CV.
- Arrange meetings with various multi-level attendees; organize meeting rooms, catering, audio visual and equipment as required;
- Prepare and distribute meeting agendas and minutes;
- Coordinate surgeon’s practice calendar; cancelling and adjusting clinics to match surgeon schedule;
- Coordinate and oversee projects from draft to implementation/completion;
- Process expense and credit card reimbursements;
- Provide ongoing support and coverage for other coordinators within the division;
- Assist with surgeon’s travel bookings, as needed.

**Here’s What You Will Need**:

- Post-secondary degree/diploma in business or office administration or related field;
- Minimum five (5) years of senior administrative experience preferably in a health care setting;
- Ability to work in a fast-paced work environment with many interruptions and multiple priorities;
- Highly developed analytical, evaluative, and problem-solving skills;
- Proven ability to prioritize work in an efficient and organized manner;
- Exceptional interpersonal, oral, and written communication skills;
- Demonstrated elevated level of judgment, tact, and diplomacy in interacting with a wide variety of internal and external stakeholders;
- Ability to work well independently, as well as in a team environment;
- Exceptional problem-solving skills with the ability to exercise discretion and confidentiality;
- Positive outlook and great team player;
- Strong work ethic and attention to detail;
- Self-motivation and ability to be proactive.

**Employment type**: Fu

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